Questions and Answers - Killeen IOTA.pdf
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- Solicitation number
- 36C77626Q0005
About this file
This document is a Solicitation Questions & Answers file for a VA medical facility project in Killeen, Texas (Solicitation Number 36C77626Q0005). The project involves Interior, Outfitting, and Activation (IOT&A) services for a new medical center, with key details including an estimated 582 total staff, first day of clinical services in July 2029, and beginning of operations (BOD) in January 2029. The facility will be entirely new, with no reuse equipment planned, and all furniture and equipment to be procured specifically for this project.
The document reveals several important project characteristics: the lease is expected to be awarded in January 2026, potential staff relocation from Temple Annex and Olin E. Teague Medical Center, and comprehensive design and coordination requirements. The IOT&A contractor will be responsible for developing proposed furniture standards, creating fully photorealistic 3D renderings, coordinating artwork and signage placement, and working closely with the VA Interior Designer and Project Delivery Team. The project will use Revit as the primary design platform, and all design and coordination will occur through post-award meetings with the Architecture/Engineering (A/E) firm and VA team.
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36C77626Q0005
KILLEEN IOT&A
Solicitation Questions & Answers
1. In every one of these projects there are glaring design omissions that require MEP upgrades and approval an example: I see no pharmacy fill area or ticket windows how will prescriptions be given to patients? I see no equipment to hold or dispense?
Answer: We have only completed the conceptual design. Once the project is awarded, there will be additional design meetings with the A/E Firm.
2. In pharmacy – signature pads and ticket window displays are never included – why not include them in the AE design so this does not require an approved change and more costs?
Answer: We have only completed the conceptual design. Once the project is awarded, there will be additional design meetings with the A/E Firm.
3. Why are hands free hand sanitizers considered CC? A5077
Answer: This can be discussed as the design meetings progress post award.
4. Why are soap Dispensers A5075 CC? This makes no sense.
5. A1132 should be VV not CC – these rails require no wall blocking and until the IOTA contractor meets with end user the location and quantity will not be able to be determined.
6. Suggest you include wall mounted telephone brackets as VC or VV
7. Please confirm we will receive all drawings in REVIT including utilities.
Answer: This can be requested once the project is awarded.
8. Please confirm that the drawings we receive, and any drawings updated by the AE will be sent to use so we can ensure drawing integrity.
Answer: This can be requested once the project is awarded
9. Please confirm enough time will be provided to the IOTA contractor to have user group meetings and update information accurately to complete our submittals and not be held captive by AE DD1 and DD2 dates?
Answer: The dates outlined for DID1 and DID2 are set by the terms of the lease and the VA and IOTA will be held to those dates.
10. Has the new lease been awarded? If so what is the address so we can identify a warehouse within the contractual requirements.
Answer: The lease is expected to be awarded in January 2026
11. To price the option of relocation of reuse the only specific information is moving 100 bins – can we assume a modification will be executed once the final information has been developed?
Answer: The need for a modification to the contract is determined during post-award.
12. The listed version dates for software seem wrong in section 18.2 Deliverable Formatting. Can you please check dates and provide updated to reflect accurate. We are beyond 2010/2016 for all of the listed software.
Answer: The software identified are only examples, please reference PWS Section 18.2 in its entirety. Preceding the listed software, it states “Contractor may be required to submit deliverables using software, such as….”
13. Warehousing and Warehousing Management Services. Please confirm that the IOT&A contractor should price space to store OI&T assets (PCs, monitors, phones, and peripheral items).
Answer: No, OIT assets will be stored by OIT.
14. Warehousing and Warehousing Management Services. Please confirm that OIT&A will want to perform IT equipment programming at the warehouse.
Answer: OIT will be responsible for storing their own equipment.
15. Relocation of Reuse and Personnel Files. How many staff members will the IOT&A contractor be relocating from the Temple VA Medical Center to the new MSOC?
Answer: At this time, it is estimated that 400 employees will be moved. Please reference updated PWS – ATTACHMENT A – Task 17.2 Relocation of Reuse and Personnel Files.
16. Relocation of Reuse and Personnel Files. Are there staff moving from other locations?
Answer: At this time, it is estimated that 400 employees will be moved. All equipment and furniture will be new.
17. Relocation of Reuse and Personnel Files. If there are staff moving from other locations, from where (name, address) and what is the # of staff moving from each location separately?
Answer: Staff will be moved from both the Temple Annex, 4501 South General Bruce Drive, Suite 75, Temple, TX 76502 and Olin E. Teague Medical Center @ 1901 Veterans Memorial Drive, Temple, TX 76504. At this time, it is estimated that 400 employees will be relocating from these locations to the new clinic.
18. Relocation of Reuse and Personnel Files. How much reuse equipment is anticipated for the IOT&A contractor to relocate? Please provide a list or estimated list.
Answer: At this time there is no reuse; all equipment and furniture will be new. At this time, it is estimated that 400 employees will be moved.
19. Relocation of Reuse and Personnel Files. How much expendable supplies is anticipated for the IOT&A contractor to relocate (perhaps estimate using the number of banker boxes)?
Answer: At this time, it is estimated that 400 employees will be moved. 400 boxes and supplies to close these boxes will be needed. Please reference updated PWS – ATTACHMENT A – Task
17.2 Relocation of Reuse and Personnel Files.
20. The PWS states the IOTA contractor “shall work closely with the VA Interior Designer.” Can the VA clarify whether all final FF&E selections, including finishes and fabrics, require dual approval from both the VA Interior Designer and the COR?
Answer: Yes, VA approval is needed.
21. PWS Section 16.2 (Comprehensive Interior Design and FF&E Planning) references Revit-based FF&E layouts and 3D renditions for VA review. Please confirm whether the VA will provide the architectural Revit model and existing Revit families (including MEP coordination and room data) to the IOT&A contractor for integration, or if the IOT&A contractor is expected to find/recreate these models and families from scratch.
Answer: Yes, Revit-based software
22. PWS Section 16.2 (Comprehensive Interior Design, FF&E, and Space Planning Services) requires the IOT&A contractor to “produce 3-dimensional renderings of specific, complex spaces as determined by the VA Activation Team.”
a. Please clarify the expected level of detail for these 3D mock-ups. Are schematic, mass-model visualizations acceptable, or does the Government require fully developed, photorealistic renderings showing actual materials, finishes, and lighting for user validation and decision-making?
Answer: Fully developed photorealistic (3D) renderings are required.
b. Please confirm that this requirement refers solely to digital 3D mock-ups developed within Revit (or equivalent software) and that physical room mock-ups or full-scale constructed models are not required under this contract unless separately directed by the Government.
Answer: Digital 3D models is what is being requested.
23. PWS Section 16.2 requires the IOT&A contractor to develop an Artwork Placement Plan and coordinate signage and casework under Comprehensive Interior Design and FF&E Planning.
Please clarify whether the contractor is expected to coordinate artwork and signage development directly with the project A/E firms responsible for wayfinding and interior design, or if these deliverables are to be developed independently by the IOT&A contractor under this contract.
Answer: The A/E, VA Team and IOT&A will work together these items.
24. PWS Section 16.2 (Comprehensive Interior Design, FF&E, and Space Planning Services) references coordination of FF&E and IM/IT systems with facility infrastructure and MEP provisions. Please confirm whether the IOT&A contractor is responsible for locating power, data, light switches, thermostats, panic alarms, and other wall-mounted devices, or if this coordination and placement is performed by the A/E design team with input from the IOT&A contractor as required.
Answer: Coordination and placement are performed by the A/E.
25. PWS Section 16.2 (Comprehensive Interior Design, FF&E, and Space Planning Services) requires the IOT&A contractor to coordinate FF&E and interior design elements with the A/E design intent. Please confirm whether the IOT&A contractor is responsible for determining the location of overhead cubicle tracks, or if the contractor is expected only to reference and verify the locations indicated in the architect’s construction documents.
Answer: Coordination and placement are performed by the A/E.
26. PWS Sections 16.4 (Acquisition Planning Services) and 16.5 (Procurement Package Development) reference use of the VHA Equipment Acquisition Strategy (EAS) Healthcare Furniture IDIQ and associated templates. Please confirm whether the VA will provide the current EAS templates, ordering instructions, and approved furniture vendor list at contract award, or if the IOT&A contractor must obtain these materials directly through the local VA Interior Design team or other channels.
Answer: No
27. PWS Sections 16.2 through 16.5 reference comprehensive FF&E planning, validation, and procurement package development. Please confirm whether there are any anticipated FF&E categories—such as Information Technology (IT), Audio-Visual (AV), laboratory, or specialty medical systems—that will be procured by other VA offices or programs (e.g., OIT, VHA IT, or VA Supply Chain) outside the IOT&A contractor’s scope of work.
Answer: No, OIT and NAC will be acquiring the equipment, not the IOTA Contractor.
28. PWS Section 16.2 requires the IOT&A contractor to “develop the Master Artwork Plan” and to manage procurement and installation of artwork as part of the FF&E effort. Please clarify whether the VA has established a specific dollar limit or percentage of the FF&E budget allocated for artwork procurement and installation, or if the IOT&A contractor is expected to recommend a proposed allocation based on the facility’s scope and design intent.
Answer: The IOT&A contractor is expected to recommend a proposed allocation based on the facility's scope and design intent.
29. PWS Section 16.2 requires development of a comprehensive Artwork Placement Plan and coordination of artwork procurement and installation. Please clarify whether the VA will provide an inventory of existing artwork from current facilities for potential reuse or relocation within the new Killeen clinic, if the IOT&A contractor will need to perform an inventory, or if the IOT&A contractor should assume that all artwork will be newly procured under this contract.
Answer: All Artwork will be newly procured under this contract.
30. PWS Section 16.2 requires the IOT&A contractor to develop an Artwork Placement Plan and coordinate interior design elements, including signage and artwork. Please clarify whether donor and recognition walls must be coordinated with VA Public Affairs, Voluntary Service, or another designated department for content review and approval, and if so, at what stage of design coordination this input is expected.
Answer: Yes, they will need to be coordinated with Public Affairs. This needs to be coordinated during the development of the CDs.
31. The PWS references use of the VA’s OCAMS SharePoint site for project documentation, deliverable uploads, and AIMS tracking. Please confirm the expected timeline for providing the IOT&A contractor access to the Government SharePoint/OCAMS environment after award.
Answer: A specific timeline is not available, the COR and contractor will work together to get the PIV Card and access will be provided once contractor has their PIV Card.
32. The PWS requires coordination with the A/E and integration of IOT&A milestones with construction phasing. Please confirm whether the IOT&A contractor will receive access to the A/E’s construction schedule and design files at contract award, or if coordination will occur through the VA Project Delivery Team.
Answer: Coordination will be done through the VA Project Delivery Team.
33. The PWS references use of OCAMS SharePoint but does not specify whether supplemental IOT&A software platforms may be used internally by the contractor for project management, data integration, or FF&E tracking. Please confirm that use of such tools is acceptable for internal management purposes, provided all final deliverables are submitted in VA-required formats.
Answer: The contractor may used their software of choice for internal project management.
34. Please confirm whether the VA will provide the standard furniture finish library, fabric selections, and approved product standards (e.g., Herman Miller, Steelcase, Allsteel) associated with the EAS IDIQ, or if the IOT&A contractor should develop proposed standards for VA review.
Answer: IOT&A contractor shall develop proposed standards for VA review.
35. When is estimated first day of Clinical Services?
Answer: July 2029
36. When is estimated BOD?
Answer: January 2029
37. Is the address to the new facility known? If so, can you please provide?
Answer: Lease has not yet been awarded.
38. Has the lease been awarded?
Answer: Expected to award in January 2026
39. Will the IOTA contractor be required to perform an inventory of FF&E at any existing facility to determine reuse?
Answer: No, equipment and furniture will be new.
40. What is the total staffing number expected to be for this facility?
Answer: 582
41. Will any of staff be new hires? If so, approximately how many?
Answer: Yes, 582
42. Will personnel be relocating to the facility? If so, from what location(s)?
Answer: Possibly, these discussions are still taking place. If so, they will be moved from the Temple Annex, 4501 South General Bruce Drive, Suite 75, Temple, TX 76502 and/ or Olin E.
Teague Medical Center @ 1901 Veterans Memorial Drive, Temple, TX 76504. Less than 100 staff may be relocating from these locations to the new clinic. Staff will be responsible for relocating their personal belongings.
43. Will there be any reuse equipment? If so, from which facility?
Answer: No, all equipment will be new
44. What platform, AutoCAD or REVIT is preferred for the space planning?
Answer: Revit
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